Tax invoices for tradies, from the quote
Tap Invoice on a sent quote and the customer, the items and the GST are filled in. Registered for GST, it goes out titled “Tax invoice” with your ABN, numbered by our server the moment you send it.
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What goes on a tax invoice from Quotebird?
Registered for GST, your invoices are titled “Tax invoice” and carry your ABN, the date, each item with its quantity and price, the total and the GST it includes. The ATO asks for the buyer’s identity on tax invoices of $1,000 or more; every Quotebird invoice names its customer, whatever the amount.
A tax invoice is owed on request for sales over $82.50, and Quotebird titles every invoice that way, small jobs included. Not registered for GST? Your invoices are titled “Invoice”, charge no GST and still show your ABN.
How do I invoice a job, quoted or not?
Open the sent quote and, under Invoices, tap Invoice the deposit, a stage’s Mark as done or Materials delivered, the Final invoice, or Invoice for a quote without a payment plan. The draft fills in the customer, the items and the GST; tweak the items to what you did, set Payment due and send it by link, PDF or email.
Regular mows and one-off clean-ups don’t need a quote. Tap New on the Invoices tab, choose Write an invoice and add the items. Payment due can be on receipt, or 7, 14, 30 or 60 days.
A landscaper’s tax invoices in Marrickville
Jess Taylor runs the demo landscaping business in New South Wales behind this site’s screenshots. Her prices include GST, and each invoice is a tax invoice with her ABN, 18 123 456 789:
Jess’s invoices, oldest first
- INV-0151, Hedge trimming$360.00, paid by bank transfer
- INV-0152, Leaf clearance$95.00, paid in cash on the day
- INV-0153, Stump grinding$360.00, paid by bank transfer
- INV-0154, Autumn clear-up$500.00, overdue
- INV-0155, Lawn mowing$130.00 on 7-day terms, paid by bank transfer
- INV-0156, Tree planting$462.00, sent
- INV-0157, Gravel path$168.00 on 7-day terms, sent
None of them reached $1,000, and each still names the customer. Each total shows the GST it includes: the $500 autumn clear-up, with its green waste removal, includes $45.45.
Who numbers the tax invoices?
Our server, when you send. Nothing gets a number while it’s a draft, so the series never skips: INV-0001, INV-0002 and on, with credit notes counting separately from CN-0001. Even a voided invoice keeps its number. Bringing your numbering from another app? Set the prefix and the next number in Settings → Document numbers before the first one goes.
How do I credit a tax invoice?
Issue a Credit note from the sent invoice. Lower the items to what comes off and write the Reason, which prints. For a GST-registered business, the credit note also says “Adjustment note (GST)” under its title, with a line stating how much the price of the tax invoice goes down and the GST in that amount.
Void invoice is for one that shouldn’t exist, like a duplicate. It keeps its number and stays in your records marked Void, and its link stops taking payments. Voiding works only before any payment or credit note.
How do I record cash or a bank transfer?
Record payment on the invoice, then Cash, Transfer, Cheque or Other. The amount starts at what’s owed and can’t be more, and it saves on site with no reception. Paid in full, the invoice shows Paid, and Share receipt sends the customer a receipt stamped Paid. A wrong entry gets Reverse payment: it stays on record but stops counting.
Questions
Do I need an ABN?
Quotebird asks every Australian business for its ABN in the business profile and prints it on every invoice, with or without GST.
How long should I keep tax invoices?
The export screen gives the ATO’s rule: most business records for 5 years from when you made or received them or completed the transaction, whichever is later; companies keep financial records for 7 years (ASIC).
What do the badges on my invoices mean?
Sent and Viewed follow the customer’s page. Due soon shows from 3 days out, Overdue once the date has passed: the only red badge. Credited means credit notes cleared it.
Can customers pay a tax invoice by card?
Yes, once card payments are set up with Stripe: from the invoice’s page, or on site with Tap to Pay on your phone. The money lands in your own Stripe account, less the plan’s platform fee (see pricing).
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Questions? Write to us at support@quotebird.app.